Summer 2014
Facilities Supplement
Student Employment
EXPECTATIONS & ACCOUNTABILITY
Welcome to the team! Your job as a Residence Hall Facilities custodial student employee is very important. University
residents depend on you to help ensure a clean, sanitary, and safe living environment. Student custodians are an
integral part of the custodial team, as you will be responsible for helping to maintain a high standard of service.
Students working on weekday and weekend/holiday shifts play a vital role in keeping the halls clean, as well as
healthy, safe, and pleasant places to live. A small number of other Residence Hall Facilities student positions are
available, such as working in the key/access office or sign shop or in mechanical maintenance. Dependability and a
well-developed work ethic are a must. As a member of the Residence Hall Facilities custodial team, you will be
expected to be responsive, courteous, productive, professional, detail-oriented, and develop your customer service
skills.
University Housing expects all full-time and student staff to strive for and attain APPA Level 2 cleanliness. The
Association of Physical Plant Administrators (APPA) has, over the course of the last 100 years, developed criteria to
determine the level or standard of cleanliness for educational institutions across the world. University Housing expects
all of our staff to achieve Level 2—Ordinary Tidiness. Specifically, Level 2 dictates:

Floors and base moldings shine and/or are bright and clean. There is no buildup in corners or along walls,
but there can be to two days worth of dust, dirt, stains, or streaks, except in bathrooms.

All vertical & horizontal surfaces are clean, but marks, dust, smudges, & fingerprints are noticeable upon
close observation. Lights all work & fixtures are clean.

Washroom, shower fixtures, and tile gleam & are odor-free. Supplies are adequate.

Trash containers & pencil sharpeners hold only daily waste, are clean and odor-free.
Being a student employee not only offers a way to offset the costs of attending the University but is also a résumé
booster and it increases your understanding of the need for a positive customer service attitude. In addition, a student
worker who does his/her work well will experience a feeling of pride and accomplishment in a job well done and an
essential service rendered. Your work as a student employee can also be an excellent opportunity to lay the
groundwork for a successful future. Please review all the information contained in the Student Custodian Employee
Manual in order to learn the rules, expectations, responsibilities and procedures applying to your position.
On weekends and some holiday shifts when the permanent custodial staff members are off, you and your team
members will be completely responsible for delivering necessary cleaning services in the residence halls. Without your
work, we couldn’t even open the doors!
To learn more about this important information you can speak with your Supervisor and/or refer to the Student
Employee Handbook available on the University Housing Human Resources website.
http://www.housing.wisc.edu/jobs/student/
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Student Employment
PROPER WORK ATTIRE
1.
Trousers, slacks, jeans, shorts (only if hemmed and not shorter than 2” above the knees) are considered proper
work attire. Tight-fitting/Spandex shorts and yoga pants are not permitted. Shirts and pants should not have
holes/rips in them.
2.
Housing supplies and requires all student employees to wear a red University Housing provided t-shirt while on
duty. You will not be allowed to wear the shirts home but instead will change into the shirts at work in the
nearest bathroom. Return the shirt to your Supervisor at the end of each day or shift. Supervisors will wash and
keep track of the shirt inventory.
3.
A University Housing name badge must be worn at all times in order to identify you as an employee to our
residents and other customers.
4.
Staff must wear socks and closed toe shoes at all times. For safety reasons, no sandals or clogs are permitted.
In general, no shoes that expose part of the foot or are difficult to keep on may be worn.
ACCESSIBILITY/PUNCHING IN/OUT
Your Student ID WisCard is used to access exterior/interior doors, elevators, and to punch in/out via Kronos; you must
bring your Student ID WisCard with you every day/shift to work. Each employee must punch in (swipe Kronos)
him/herself. If a punch in/out is missed or forgotten, you are required to fill out the applicable Exception Report
form. Your Student/Building Supervisor will make these available to you. If your WisCard becomes lost, report it to
your Student/Building Supervisor immediately and utilize exception reports instead of punching in/out in the interim.
To attain a replacement WisCard, visit the WisCard office in Union South. The employee is responsible for the cost of
the replacement WisCard. Upon receiving the replacement WisCard, please submit the numbers on the front and back
of the card to your Supervisor so they may request electronic access be added to your new WisCard
BREAKS
You will have one 15-minute paid break per 4-hour shift. Employees must take a 30 minute unpaid lunch if working
more than 6 hours per shift. Your Student/Building Supervisor will inform you if you will need to punch in/out for your
30 minute unpaid lunch or if the time will be deducted automatically. All breaks/lunches must be taken in designated
break rooms, outdoors, or in areas designated by the Building Supervisor in or around the unit you are working in. No
breaks/lunches are to be taken in student rooms, lounges or other common areas. Employees are not to leave their
assigned work area during the work shift without permission of the Supervisor.
ABSENCES
Our operational needs/expectations/ability to attain APPA Level 2 cleanliness is based upon the regular attendance of
all staff. When staff members are absent or tardy, and the absence/tardy is unscheduled and not pre-planned, we
have little time to adjust staff accordingly to meet operational needs/expectations. With this in mind, if you are ill or
otherwise unable to work, or you expect to arrive to work late (tardy), you are required to call the Call-In Line no later
than thirty (30) minutes before the start of your scheduled shift. This Call-In will be considered an Unscheduled
Absence (or Tardy as applicable) and you will be subject to the applicable Discipline Policy as outlined later in this
Handbook.
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Student Employment
A Tardy is defined as one for which the student employee did not request and obtain permission in advance to be late
to work by punching in more than three (3) minutes late/after the shift was scheduled to begin.
An Unscheduled absence is defined as one for which the student employee did not request and obtain permission in
advance to be late or absent from work or for which s/he did not supply an approved substitute.
To Call-In an Unscheduled Absence:
1.
Call 608.890.4569 In the message please include:
a. Your name
b. Your work unit/building
c. Why you are not coming to work
d. When we may expect you back at work
2.
Each voicemail will be forwarded as an attachment to a central email account.
3.
Each morning, the Building Supervisor on duty shall check the Call-In email account and will email the Call-In
voicemail to the applicable Building Supervisor and notify via phone and/or radio the Student Supervisor(s) by
7:30 AM each day, if applicable.
KEYS
University Housing takes the safety and security of its residents, guests, and staff very seriously. With this in mind,
Student Custodians and Supervisors are personally responsible for keys and access cards issued to them and are for
their sole use only. Keys must be kept on a ring and chain attached to a belt or the body in a secure manner and not
carried in a pocket or around the neck. If a key or access card is lost or misplaced, report it to the Supervisor
immediately; such action may be subject to the discipline process as outlined later in this handbook. DO NOT LEND
KEYS TO ANOTHER PERSON AND/OR DUPLICATE UNIVERSITY KEYS; such action may be subject to the discipline process
as outlined later in this handbook.
SAFETY IN THE WORKPLACE
It is everyone’s job to keep the workplace safe by following all safety regulations. University Housing Residence Hall
Facilities provides all employees safety training ranging from ergonomics to fire safety to safe blood borne pathogen
handling. A student employee who is injured at work must immediately inform their Supervisor of the injury. The
Injury Report Form should be completed within 24 hours. If needed, transportation from the workplace to medical
treatment will be covered by a Housing contract with a local transportation company. See your Supervisor for details.
Safety equipment and tools will be made available for all employees depending on the position and type of work and
may not be used for personal use/gain. Staff members are responsible for maintaining and safeguarding all
tools/safety equipment.
Only authorized people are to be in the buildings. Be sure to latch and lock doors and windows as instructed.
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PERSONAL MUSIC DEVICES
If an employee wishes to use a battery-powered personal music device in the work area, permission of the
Student/Building Supervisor is required. If approved, the device must be used in such a way that other employees or
students using the area are not disturbed or distracted, and the employee can still hear co-workers, customers, and
supervisors (i.e. only 1 ear bud in at a time). NO PLUG-IN RADIOS ARE PERMITTED.
SUMMER
Working hours for summer Student Custodians/Supervisors: 7:30 AM—4:00 PM Monday through Friday. There may be
some Saturday and/or Sunday overtime shifts offered and/or required throughout the summer. All student employees
are expected to work the last weekend day of the summer session (August 24, 2014). Our summer vacation policy is as
follows:
a. No more than five (5) total days (40 hours) time off may be allowed without pay throughout the
summer. This time off does not have to be on consecutive days.
b. Time off will not be permitted any time during the first two (2) weeks and the last one (1) week of the
summer.
c. Time off may be allowed around the third Monday of June, the annual time for football ticket online
sales.
d. Time off may be allowed around August 15, the annual time for lease changes in off-campus student
housing.
e. Operational needs will be the deciding factor in whether or not to approve time off requests during
other times than the prohibited three (3) weeks.
MISCELLANEOUS INFORMATION
1.
To ensure our employee/financial resources are being maximized, it is of extreme importance to keep everyone
on the unit team busy as well as assigning the right number of staff to complete the assigned tasks.
2.
If any damage is found, please REPORT IT TO THE SUPERVISOR in order for it to be repaired.
3.
All items found on the premises which may have been left by residents or guests are to be given to the
Supervisor. This includes money/valuables left in rooms after guest/resident departure. NO PACKAGES OR
BUNDLES ARE TO BE REMOVED FROM THE PREMISES WITHOUT INSPECTION AND APPROVAL OF THE SUPERVISOR.
This includes tips/tipping by residents/customers/guests; explain you are unable to accept tips/gifts and if they
insist, encourage them to speak with a Supervisor.
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Student Employment
DISCIPLINE
Discipline for Residence Hall Facilities Student Custodians is based on a progressive Level system.
Each Level progresses in severity and is issued for violation of rules/expectations. Discipline is
issued for behavior that is inappropriate in the workplace and/or for attendance issues. Employees
who reach Level Four/Termination will be terminated, regardless of the type of infraction.
Discipline Levels issued accumulate and remain on the employee’s record for the entire position
appointment.
The Levels listed below represent an example of the minimum action to be taken. The severity of
improper behavior determines the appropriate discipline issued. This list is not all-encompassing;
please see page 7 of this supplement for a detailed list of all Student Employee Work Rules. The
discipline level for the first offense is the “common” occurrence, however may be adjusted due to
the circumstances/impact of the incident.
Behavior
Discipline Level for First Offense
3 or more Tardies (over 3 minutes late to beginning of shift)

Verbal Warning
These accumulate over the first seven weeks of the summer session and reset at the
beginning of the eighth week of the summer (Sunday, July 6, 2014)
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Student Employment

Each and every subsequent tardy after 3 in any given 7 week period will result in the next
subsequent discipline level

After the first Tardy in a 7 week period, your Supervisor will remind you of the expectations
and document in Kronos accordingly

After the second Tardy in a 7 week period, your Supervisor will remind you of the
expectations, issue you a Memo of Expectation, and document in Kronos accordingly

Upon being aware of your pending tardiness you are required to follow the Call-In
procedures as stipulated on page 3 of this supplement to alert your Supervisor accordingly

If you fail to follow the Call-In procedures, as stipulated on page 3 of this supplement to
alert your Supervisor of your pending Tardiness, within 30 minutes after the scheduled start
time of your shift, this will be considered an unscheduled absence
Not following Call-In procedure
Verbal Warning
Poor attitude toward supervisors, co-workers, or work performance
Verbal Warning
Unacceptable quantity or quality of work
Verbal Warning
Rest break violation
Verbal Warning
Cellular phone usage for personal business during work time
Verbal Warning
Improper use of equipment
Verbal Warning
Safety rule violation, including horseplay
Verbal Warning
Taking an unscheduled break
Verbal Warning
Eating on the job
Verbal Warning
Unacceptable personal cleanliness/hygiene
Verbal Warning
Uniform violation
Verbal Warning
Leaving work area without permission
Verbal Warning
Any Unscheduled absence
Verbal Warning
Insubordination
Last Chance Warning
No Call/No Show
Last Chance Warning
Unauthorized person swiping Kronos for employee
Termination
Vandalism
Termination
Abusive behavior/fighting
Termination
Working under the influence of alcohol or other drugs
Termination
Loss of assigned work keys
Termination
Theft
Termination
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Student Employment
Severity dictates discipline outcome (unless otherwise approved by your DDR)
Common or uncommon infractions dictate the level of consultation required. All are uncommon unless otherwise noted.
(if an infraction is labeled common but is uncommon for you or your work unit, additional consultation is encouraged)
A. Work Performance:
Severe (must skip to Level 3 in progressive discipline chart)
·Insubordination, including disobedience or failure or refusal to carry out assignments or instructions.
·Loafing, loitering, sleeping or engaging in unauthorized personal business.
·Unauthorized disclosure of confidential information or records.
·Failure to provide accurate and complete information whenever such information is required by an authorized
person.
·Failure to comply with health, safety, and sanitation requirements, rules and regulations.
·Falsifying records, i.e., lying.
·Giving false information to other state agencies or to employees responsible for record keeping, e.g., timecard
fraud.
·Negligence in performance of assigned duties, including poor quality or quantity of work
B. Attendance & Punctuality:
·Failure to report promptly at the starting time of a shift or leaving before the scheduled quitting time of a shift
without specific approval of the supervisor. Common
·Unexcused or excessive absenteeism (including 3 tardies in a semester). Common
·Failure to observe the time limits and scheduling of lunch, rest or wash-up periods. Common
·Failure to notify the supervisor promptly of unanticipated absence or tardiness, i.e., call in procedure violation
for absences/tardiness. Common
Severe (must skip to Level 3 in progressive discipline chart)
·No Call / No Show (not calling in or showing up at all on your scheduled day of work.) Common
C. Use of Property:
Severe (must skip to level 3 in progressive discipline chart)
·Unauthorized possession or removal of University or another person's private property.
·Unauthorized posting or removing notices or signs from bulletin boards.
·Unauthorized use, including, lending, borrowing, losing, or duplicating University keys.
·Unauthorized entry to University property, including unauthorized entry outside of assigned hours of work or
entry to restricted areas.
·Unauthorized, improper use, or abuse of University property or equipment, including: computers, email,
copier, telephone, radios, and vehicles, etc. (this is not an inclusive list)
D. Personal Actions & Appearance:
·Unauthorized solicitation for any purpose.
·Inappropriate dress (including lack of required ID badge) or lack of personal hygiene which adversely affects
proper performance of duties or constitutes a health or safety hazard. Common
·Unauthorized or improper use or possession of uniforms, identification cards, badges or permits.
·Failure to exercise good judgment or being discourteous in dealing with fellow employees, students or the
general public.
Severe (must skip to level 3 in progressive discipline chart)
·Threatening, attempting or doing bodily harm to another person.
·Threatening, intimidating, interfering with or using abusive language towards others.
·Unauthorized possession of weapons.
·Making false or malicious statements concerning other employees, supervisors or students of the University.
·Use of alcoholic beverages or illegal drugs during working hours.
·Reporting for work under the influence of alcoholic beverages or illegal drugs.
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A Scheduled absence is defined as one for which the student employee has requested and obtained permission in
advance to be late or absent from work. If an employee needs to be absent from work they should speak to a
supervisor well in-advance.
An Unscheduled absence is defined as one for which the student employee did not request and obtain permission in
advance to be late or absent from work or for which s/he did not supply an approved substitute.
University Housing reserves the right to implement and/or increase the severity of discipline issued for a particular
offense/situation at the discretion of Human Resources and the Designated Discipline Representative (DDR). In cases
where termination is warranted, each case’s circumstances will be evaluated individually. The final decision is to be
determined by the Building Supervisor, DDR, and Human Resources.
When an employee is to be issued discipline for a work-rule violation, it is the responsibility of that employee’s
supervisor (the Student Supervisor(s) and/or Building Supervisor) to take the following due process steps:
1.
2.
3.
4.
5.
6.
7.
8.
Ensure the employee was notified of the expectation in writing.
Ensure the rule or expectation is reasonable.
Determine which work rule(s) were potentially violated.
Perform a documented thorough and fair investigation.
Determine if there is documented proof that the violation(s) were committed.
Allow for the employee to respond to the allegations.
Consult with Building Supervisor and/or DDR to determine appropriate Level of discipline.
Ensure discipline Level issued is fair and just based upon the outcome of the investigation.
There will only be one disciplinary track for all work rule violations. It combines with all other infractions to build
progressively. The process must skip to Last Chance Warning for severe violations even if the previous Level completed
is Verbal Warning or no prior discipline history. A severe violation may warrant termination depending on the level of
impact or malicious impact. If multiple violations occur at the same time, the highest discipline Level that applies to
the violations will be used.
Discipline, by its nature, is a teaching tool used to correct behavior. Retraining and other development tools may be
appropriate to assist in preventing a repeat of the behavior.
After the investigation has occurred, when drafting a discipline letter in the Student Employment Application (SEA),
the Student Supervisor(s) shall consult with the Building Supervisor for review purposes to ensure all applicable
information is included. At the Verbal and Written Warning levels, after the Building Supervisor has reviewed and
approved the letter, the Student Supervisor(s) may meet to deliver the letter in conversation with the employee.
If the discipline level is Last Chance Warning or Termination, after the Building Supervisor has reviewed and approved
the letter, s/he must inform the area DDR to review and approve the letter. After the DDR has reviewed and approved
the letter, the Student Supervisor(s) and the Building Supervisor must meet together to deliver the letter in
conversation with the employee. If the Building Supervisor is unavailable, the DDR may serve in their place to meet
with the Student Supervisor(s) and the employee to deliver the letter in conversation with the employee.
University Housing Human Resources staff shall be involved from the outset in any discipline situation which is not
attendance-related. When in doubt, Student/Building Supervisors shall involve University Housing Human Resources
staff in discipline proceedings.
If a disagreement regarding the discipline action cannot be resolved by speaking with your supervisor, a procedure is in
place for student employees to appeal discipline they feel was applied inappropriately. The appeal process is detailed
within the online Student Employee Handbook.
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Student Employment
TRAINING COMPLETION FORM
I, __________________________________________ (full name), a UW-Housing Student Custodian/Supervisor,
have been trained by my Student/Building Supervisor(s) and I acknowledge it is my responsibility to fully
understand and comprehend all of the training materials that have been presented to me.
I understand that I will be required to work all of my scheduled shifts as assigned.
_____________________________________________
______________________
EMPLOYEE SIGNATURE
DATE
_____________________________________________
______________________
STUDENT SUPERVISOR
DATE
_____________________________________________
______________________
BUILDING SUPERVISOR
DATE
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